REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Rick De Santiago, Public Works Manager
Date:June 25, 2024
Subject:Construction Contract Award to NPG, Inc. for the Citywide Annual Asphalt Maintenance and Repair, New Installation’s Program, and On-call Emergency Construction Services (CIP Project No. Z10002) Recommendation
Approve and authorize the City Manager to execute a Construction Agreement with NPG, Inc. in the amount of $2,000,000.00 for Citywide Annual Asphalt Maintenance and Repair, New Installation’s Program, and On-Call Emergency Construction Services (CIP Project No. Z10002) and authorize the City Manager to execute change orders not to exceed a 10% contingency amount of $200,000.00 for construction uncertainties and adjustments.
Background
After a successful notice inviting bid posting on May 2, 2024, the City received two bids on or before the June 3, 2024, deadline. The notice inviting bids detailed 28 areas of asphalt maintenance and repair with ancillary items to support the need for new installation and on-call emergency construction services. This asphalt pavement maintenance and repair scope of work has been an important and critical benefit to the City’s pavement management effort. The annual services in this agreement are ongoing and augment City staff services on a routine and emergency basis. The annual review of these services is essential to ensure best pricing and all- encompassing scope of work requirements.
Construction Agreement with NPG, Inc.
Discussion
This agreement will provide the needed resources to effectively take preventive and repair action on the City’s roadways and systematically assess maintenance and repair forecasting, and work scheduling to optimize pavement conditions. Establishing the unit price of the 28 different elements in this notice inviting bid allows City staff to incorporate life cycle costs into a more organized and logical approach to minor and major road maintenance and reconstruction projects.
The City’s needs of the entire asphalt roadway network as well as repair budget projections are better considered because the fixed unit cost of the high demand repair elements are pre- established in this construction service agreement. The annual repair and work effort in this large scope of work forecasts nearly 85% of the $2,000,000 agreement amount will be expended on the weighted elements.
Two (2) bids were received on or before the deadline of 2:00 pm on Monday, June 3, 2024. All bids were examined by City Staff members. The bid results were posted for public review in PlanetBids.
Name of Company Amount
NPG, Inc. $37,542.87
Hardy & Harper, Inc. $61,941.55
NPG, Inc. has a working history with the City and has provided these services for several years and meets all the conditions of the notice inviting bids. Once the agreement is awarded and executed, NPG, Inc. is prepared to begin work on the City’s asphalt maintenance and repair, new installation’s program, and on-call emergency construction services.
Fiscal Impact
Funds are available in the CIP Citywide Crack & Seal & Pothole Improvements Program and the Citywide Dirt Road Paving Program Z10002.
Attachments
Attachment 1 - Agreement
Exhibit A - Bid Packet
Public Works